Staffing Specialist / Human Resources Assistant

Staffing Specialist / Human Resources Assistant

Role Type: Part-time (Approximately 20 hours per week -ability to become full time)

Reports To: Vice President of Administration (VPA)

About the Role

We are seeking an organized, candidate-focused Staffing Specialist / Human Resources Assistant to support core human resources operations, clinical staff recruiting, employee record-keeping, and administrative workflows. Operating under the direction of the Vice President of Administration (VPA), you will play a key role across the entire employee lifecycle—from active recruiting and applicant screening to onboarding, software administration, and time-off tracking.

Key Skills & Qualifications

• Recruiting & Talent Sourcing: Experience with active candidate outreach, phone screening, interview scheduling, applicant tracking, and job board posting.
• HR Lifecycle Administration: Familiarity with new hire onboarding, benefits account setup, performance review tracking, time-off logging, and offboarding procedures.
• Systems Administration & IT Support: Tech-savvy approach with the ability to manage operational platforms, spreadsheets, digital personnel files, and hardware tracking logs.
• Professional Communication: Strong written and verbal communication skills for candidate reach-outs, team collaboration, and executive administrative typing.
• Organization & Event Coordination: High attention to detail for calendar management, record integrity, and career fair planning and follow-up.

Primary Duties & Responsibilities

Talent Acquisition & Recruiting

• Active Sourcing & Postings: Post job openings and conduct active candidate reach-outs across Indeed, LinkedIn, and Handshake.
• Screening & Candidate Contact: Perform initial candidate contact, conduct phone interviews, coordinate first-round interviews and candidate testing, and maintain application records.
• Therapist Candidate Engagement: Send recruiting emails, explore new recruiting channels, maintain continuous contact with therapist applicants, plan site visits, and send polite notifications to unselected candidates.
• Career Fairs: Register for, plan, attend, and coordinate full post-event follow-up for career fairs alongside department team members.

HR Administration & Onboarding

• Personnel Records: Create, update, and maintain official digital/paper employee files, contact lists, annual review schedules, and Google Groups.
• New Employee Orientation: Plan and conduct onboarding orientation for new hires and set up initial user accounts.
• Benefits Enrollment: Create benefit accounts, send enrollment emails, and follow up prior to employee eligibility dates.
• Time-Off & Absence Tracking: Post time-off requests, maintain time-off Google Calendars, and track employee absences.
• Performance Reviews: Track and issue timely notifications for introductory and annual performance reviews.
• Offboarding: Complete exit check sheets and separation paperwork, close out accounts, and notify internal teams.

Systems Administration & IT Coordination

• Software Management: Administer operational software platforms including Prompt, Weave, G-Suite, Eddy, Equitable, and Limber.
• IT & Device Tracking: Track computer and hardware assignments and coordinate IT issues directly with contractors.

Employee Engagement & Administrative Support

• Employee Recognition: Coordinate work anniversary and birthday recognitions in partnership with the Marketing department.
• Executive Support: Assist the VPA and CEO with special operational projects, policy creation, operational procedure documentation ('hat' write-ups), and typing.

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